Procedure
D.1 Planning Phase
D.1.1 Dean/Director or Head of Unit or the Planning Officer duly authorized by the Head of the Unit, shall be considered as the end-user who, at the latest, by the start of 3rd quarter shall prepare their unit’s PPMP for infrastructure projects that must be implemented in the ensuing year. List should be in order of priority.
D.1.2 End-users, through the OVCPD shall request the assistance of CPDMO for the preparation of budgetary estimates for purposes of funding allocation. The request should clearly describe the end-user’s requirements, the fund source and the intended schedule of utilization.
D.1.3 OVCPD shall consolidate these projects into the ensuing year’s APP for Infrastructure. The Budget Office shall certify the funds allocation while the OOBAC shall indicate the procurement mode for each project. The same shall be endorsed by the VCPD, and approved by the Chancellor, thru the Vice Chancellor for Administration.
D.2 Design Development Phase
D.2.1 CPDMO, upon approval of the PPMP shall meet the end-user to determine and discuss the details of the project including, but not limited to scope of works, space requirements, utilities and floor plan. The amount of funds available and requirements/purpose of the project shall be considered in this phase.
D.2.2 The end-user shall approve the preliminary design, scope of works and cost estimates indicating such action in the original copy of these technical documents.
D.2.3 CPDMO shall then prepare the following technical documents which shall be part of the bidding documents:
D.2.3.1 Site Development Plan
D.2.3.2 Detailed drawings/plan and profile sheets
D.2.3.3 Scope/Program of works and technical specifications
D.2.3.4 Bill of Quantities and cost estimate showing unit prices
D.2.3.5 Approved Budget for the Contract
D.2.3.6 Contract time or duration prepared through PERT/CPM analysis
D.2.3.7 Certification signed by the engineer/architect who prepared the technical documents that the surveys and designs have been conducted according to the prescribed agency standards and specifications and the detailed engineering outputs are adequate for the procurement at hand.
D.2.4 The final technical documents shall be reviewed/signed/approved in the following order:
D.2.4.1 CPDMO staff who prepared the technical documents.
D.2.4.2 CPDMO Chief who should review and certify the correctness and favorably endorse the technical documents.
D.2.4.3 Technical Consultant to the Chancellor for Infrastructure Projects
D.2.4.4 Vice Chancellor for Planning and Development
D.2.4.5 Chief of Budget Office for budget clearance
D.2.4.6 Vice Chancellor for Administration (for projects amounting to more than P100,000 to P10M).
D.2.4.7 Chancellor (for projects amounting to more than P10M to P50M).
D.2.4.8 UP President (for projects amounting to more than P50M to P150M)
D.2.4.9 Board of Regents (for projects amounting to more than P150M)
If found to be complete and in order, OOBAC should transmit the project to the Bids and Awards Committee 2 for procurement.
Design development for privately funded projects shall not be a function of CPDMO. However, end-users must consult/coordinate with CPDMO during design development regarding, but not limited to the following: as-built plans, characteristics of the existing structure and tapping of utilities, in case of renovation, conversion, modernization. In case of construction of new structure, the end-user must consult the Office of the Vice Chancellor for Planning and Development and CPDMO on the implication of the new structure on the UP Manila Campus Master Development Plan. All technical documents shall be reviewed and endorsed by CPDMO for approval of UP Manila administration.
D.3 Procurement - this phase shall be governed by RA 9184 and its Implementing Rules and Regulations as amended.
D.3.1 Public bidding – for projects with ABC of more than P1M, procurement shall be conducted by the Bids and Awards Committee.
D.3.2 Alternative Modes of Procurement - subject to the prior approval of the Chancellor, and when ever justified by the conditions provided under Rule XVI of RA 9184 and its IRR, UP Manila, in order to promote economy and efficiency, may resort to alternative modes of procurement. The following are the alternative modes of procurement applicable for infrastructure projects:
D.3.2.1 Negotiated procurement
D.3.2.2 Small value procurement – for projects with approved budget of P500,000 to P1M, procurement shall be conducted by BAC; for projects with approved budget below P500,000, procurement shall be conducted by CPDMO.
D.3.2.3 Take-Over of Contracts
D.3.2.4 Adjacent or Contiguous
D.3.2.5 Agency to Agency
D.4 Implementation
D.4.1 Contract implementation, in general, shall be governed by Annex “E” (Contract Implementation Guidelines for the Procurement of Infrastructure Projects) of RA 9184.1
D.4.2 Infrastructure projects may also be implemented “by Administration,” the conditions, requirements and procedures of which are governed by Appendix 1 (Revised Guidelines for the Implementation of Infrastructure by Administration) of 2016 Revised Implementing Rules and Regulations of RA 9184.
D.4.3 UP Manila shall implement/observe internal guidelines on contract implementation:
D.4.3.1 Upon receipt of the approved General Construction Agreement (GCA), the OOBAC in coordination with CPDMO shall prepare the Notice to Proceed which should be received and accepted by the contractor within seven (7) days upon notification, either thru phone call, email or text message. The contract duration and the reckoning time should be clearly indicated in the Notice to Proceed.
D.4.3.2 Preconstruction conference shall be scheduled by CPDMO once the winning bidder has been notified that the GCA/Work Order has been approved, which may be held even before the acceptance of the Notice to Proceed. The preconstruction conference shall be attended by the CPDMO Chief and Project Engineer , end-user (preferably the Dean/Director) and the contractor’s licensed Project Engineer.
D.4.3.3 Regular monitoring of the ongoing works shall be jointly conducted by CPDMO and the end user. Coordination meeting should be conducted at least once every two weeks or as necessary and must be attended by the CPDMO Project Engineer, contractor’s licensed Project Engineer, the end-user, representative of the Office of the Vice Chancellor for Planning and Development, and authorized representative of all other offices that are affected by the construction works.
D.4.3.4 Works to be done should be strictly in accordance with the approved scope of works. Variation/Change order shall not be implemented unless it is approved and budget clearance has been provided, if additional amount is needed.
D.4.3.5 Suspension/Extension of Work, in general, shall be governed by Annex “E” (Contract Implementation Guidelines for the Procurement of Infrastructure Projects) of RA 9184.
D.4.3.6 Joint inspection shall be conducted regularly by the contractor’s licensed Project Engineer, CPDMO Project Engineer, and the enduser. It shall determine work accomplishment which shall be the basis for payment of progress billing.
D.4.3.7 Joint inspection shall be conducted regularly by the contractor’s licensed Project Engineer, CPDMO Project Engineer, and the enduser. It shall determine work accomplishment which shall be the basis for payment of progress billing.
D.4.3.8 To facilitate final payments to contractors, the PAR for equipment, fixtures and furniture and other semi-expendable goods that are included in the infrastructure contract, shall be signed by the concerned Dean/Director/Head of Office.
D.4.3.9 The Accounting Office shall provide CPDMO a copy of Disbursement Voucher for every progress/final payment indicating the detailed computation for recording and monitoring purposes including the date when the disbursement voucher was released for check preparation.
D.4.3.10 It shall be the function of the Accounting Office to record or document the revisions in the valuation of the structures caused by construction/renovation/rehabilitation/upgrading of existing facilities.
D.4.3.11 Retention money shall be refunded/released to the contractor sixty (60) days from final acceptance of the project and posting of the required surety bond.
D.5 Physical Facilities Management
The CPDMO, in consultation with the Administrative Officers of the colleges/units/offices shall conduct periodic (quarterly) systematic inspection of UPM buildings, grounds, and facilities as part of the preventive maintenance program of UP Manila.
CPDMO is responsible for the minor repair and maintenance of buildings, grounds, utilities, equipment and office furniture covering carpentry, painting, masonry, plumbing, electrical, mechanical and telecommunication works (except LAN cabling and intranet/internet problems which will be attended to by IMS).
Major repair works and other works which could not be undertaken by UP Manila CPDMO shall be contracted out. The selection of a contractor shall follow the existing rules and regulations on procurement.